PASS Subsidy Suite (PASS FMS)
With our Grants Suite, you are choosing an application that sets standards in grants management. Based on a future-proof architecture, you can rely on a dynamic grant management software that can very flexibly accommodate your requirements and map new grant products.
Are you looking for a solution to manage public funding holistically across all project phases and in a digital funding file? Then take a look at our lightweight Grants Manager (PASS FMM).
System for legally compliant administration for application, processing, payment and reporting of subsidies
The legally compliant disbursement of subsidies is complex. An examination under state aid law is therefore the minimum requirement. Award procedures by the direct beneficiaries place high demands on documentation and communication. Different regulations and legal provisions must be taken into account. Funding products should always be made available digitally, and administrative overhead must be kept as low as possible. Our PASS Funding Suite (PASS FMS) is an established, flexible and complete solution at the interface between the technical and technological requirements of the funding approaches.
Legally compliant and seamless subsidy management
The grant management software maps the entire lifecycle of a grant application efficiently and without media discontinuity. All required process steps can be handled in an IT-based and digitized manner; in line with the respective roles, rights and obligations. Whether for customers (stakeholders, applicants, beneficiaries, (project) sponsors) or natural persons and smaller legal entities. This applies to all milestones of the funding cases: Application, approval, accounting procedure and (final) proof of use (incl. amendment, rejection, objection and dunning procedures) or connection of cash (systems). The grant management software evaluates all required data of the grant cases in real time. These evaluations are made available individually - in accordance with legal requirements - as structured reports.
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More information is provided by our webinar at the Digital State Online of Behördenspiegel (German only):
Grant management processes - IT support with the grant management software
The basic configuration maps the central data management and is the foundation and heart of the grant management software. Included in the standard configuration are: User, organization, role and rights management (including the tried and tested PASS security component), information and help system, plausibility checks, extensive filtering, deadline and resubmission management, versioning and historization, state-of-the-art logging, and much more.
The PASS Subsidy Suite integrates the data on funding lines and funding cases from the various modules and can deliver them to the connected systems via interfaces. In doing so, the suite is pre-configured fund-specific in line with individual requirements: in addition to EU funds, national or other non-EU funds are possible.
The role and rights management of the PASS Subsidy Suite is a building block of the field-proven PASS Security component. Multiple role and conveyor line-specific rights sets enable audit-proof substitution rules. User administration takes place within proven, flexibly configurable and highly secure components in order to optimally map organizational (also hierarchical) specifications.
Individual evaluations play a central role in the allocation of public funds. The PASS Subsidy Suite enables individual reporting in a wide range of subject areas (administration, certification and audit, political space). Up to 70 evaluation types are kept individually configurable via 20 to 30 individual filters each. The grant management software ensures that only data according to authorization is evaluated. If required, the layout is designed 1:1 on the basis of central specifications in regulations and laws (in PDF or EXCEL formats).
Reporting takes place almost in real time. For more extensive evaluations, an inbox is kept in which the creation status of the evaluations can be tracked. Evaluations are available for longer periods according to the rights in the system.
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The grant management software offers a variety of interfaces. In addition to the systems of the state funds (e.g. IHV in Bavaria and HKR of the federal government), e-file solutions (e.g. Fabasoft, Dokuneo), PROFI, easy-Online and the systems of the EU Commission (SFC2007 to SFC2021) should be mentioned.
Import and export of data is possible. In addition to document data for billing, complex and highly sensitive participant data occurs, including consideration of multiple participations in the relevant funding contexts (e.g. in the chamber environment).
E-Government
Meet all requirements for digital grant application, processing, and management.
OZG
Consideration of the requirements of the Online Access Act (OZG) for administrative services. In addition to current design principles in this environment, the Grants Suite achieves OZG maturity level 3 in the relevant functions.
Reporting
Reports for effective controlling of funding activities, including application data, payment flows, payment statuses and audits.
Digital signature
Depending on the legal basis of a grant, a government-issued national electronic ID card can be used to replace the written form requirement. Use of advanced digital signatures for communication to beneficiaries.
Plausibility check
Automated plausibility checks for legally compliant processing of funding approaches. Definition of complicated rules with our own rules engine.
The grant management software offers a multi-channel customer portal on request. In addition to the application portal with landing pages and customer login, mail traffic, internal messaging systems and bots supplement customer support.
Registered users access a comprehensive information system within PASS FMS: notifications, document provision, messaging system, notices, resubmissions - internally or additionally via e-mail.
Applications are submitted without media discontinuity. The interfaces and workflows in the portal are optimized in terms of ease of use and user experience (UX design). The interfaces are responsive - employees and customers can work with the PASS Subsidy Suite in the home office, on the workstation, on a cell phone or tablet.
All funding processes are mapped or their components are connected via the customer portal of the PASS Subsidy Suite. In addition to dialogs and processes for application, accounting, and use, the funding process module provides a procedure for determining eligibility for funding (expression of interest procedure with integration of processes for assessing candidates by externally commissioned institutions). In the funding process, documents are held and flexibly filled with data from the system depending on their status - both from the customer to you and from you to the customer.
As part of the grant service catalogs, DMN-notated decision rules (DMN - Decision Model and Notation) can be mapped in the suite. The grant management software enables "dark processing", automation as part of the business process management, depending on the discretion in the grant contexts.
Any solutions can be connected for user identification and signature requirements. In addition to authentication via user name and password, the grant management software has eID procedures, for example with the new personal identity card (nPA). For professionalized applicants, qualified or advanced electronic signature procedures are connected. As a trust service provider, we rely on established solutions, such as those from Bundesdruckerei or Governikus, in accordance with the eIDAS Regulation.
PASS experts keep an eye on the current developments in the implementation of the OZG for the public sector. A connection of the company account is planned, the user account should follow soon.
The PASS Subsidy Suite supports data exchange between you and your customers according to the once-only principle, as far as this is currently possible. In the future, register connection and AI-supported document and voucher data capture will follow.
The OZG carries the digital return channel (citizen and company account in portal networks) into the PASS Subsidy Suite. When connecting specialist procedures, PASS is oriented towards XFall and other XÖV specifications.
Assistance can be provided to customers to ensure high application quality. The grant management software offers modules for planning, documentation and archiving of case documents. In addition to calculation aids in the accounting environment (personnel, depreciation, travel expenses, etc.), there is an almost freely configurable mapping of flat-rate items. Support in calculating the aid intensity and protection against incorrect entries on the part of the applicant are ensured via extensive plausibility checks.
The accounting modules tie into known accounting software so that receipts are imported into PASS Subsidy Suite automatically and without manual intervention.
Funds management is part of the grants business, in which disbursements and assumptions are ordered to be cash-effective and the available quotas ("budgets") are monitored.
The grant management software offers all required functions regarding budget and budget. In addition to mapping of the budget system, an ordering and - if desired - a dunning system occurs. It is possible to process a configurable budget including specifications and commitment authorizations, daily and annual financial statements. Constructs relevant in the EU context, such as "technical assistance" and "financial instruments", are supported.
In the PASS Subsidy Suite, grant accounting/recovery takes place between the EU member states and the EU Commission as well as within the member states between the ministries, authorities and other agencies involved - i.e. for the EU budget in addition to state and federal budgets. The modules EU payment request and annual accounting, a procedure that directly links the audit area and the accounting of the managed funds with the funding bodies, are relevant.
The grants management software provides support at this central point with processes and dialogs for the preparation of the grant package and generally for the return of funds. PASS also holds a module that documents the flow of funds extensively and in detail when funds management outside the Grants Suite has to be carried out.
The grant management software supports the planning and execution of audits and the documentation of audit results. The latter flow, for example, into the annual accounting.
The PASS Subsidy Suite provides methods for drawing samples from defined populations. Samples are drawn from a set of grant cases, transactions or documents and processed further.
Since 2008, we have been consistently developing the PASS Subsidy Suite along professional requirements and technological possibilities.
In the future, work will be carried out on the integration of "intelligent" processes that will free the audit from manual activities and help to further increase efficiency and relieve capacity in this important area. This relates to the flexible implementation of smaller mini-workflows, e.g., co-signature or approval procedures and automatable processing steps at a workflow station. These are open to automated processing (Decision Model and Notation).
The product builder is used to select and assemble all parts from the maximum workflow and object catalog so that the desired grant program/product/measure can be operationalized GUI-based. Maximum workflows and object catalogs come from the standard repertoire and are assembled in a modular process for the grant management software. Alternatively, the standard components are first customized and extended according to individual requirements using the PASS Virtual Software Factory. Components not included in the standard are newly created.
Within the Rules Engine, additional rules can be defined for data fields within the objects or services can be executed under certain conditions in the Grants Management software. New data fields are added to existing objects at runtime and delivered to the production of the grant management software.
In its basic version, the PASS Subsidy Suite offers extensive configuration options in the crucial areas:
- Funding lines,
- Expenditure and financing plans,
- Flat-rate and accounting types of cost- and expenditure-based funding,
- Calculation aids for a wide variety of use cases, funding rounds, evaluation catalogs and matrices,
- Document templates for all responsible bodies and their funding lines, etc.
In the system settings, the crucial parameters of the grant management software are controlled. For the EU context, we offer a suitable indicator management. Own terms and formulations are stored in a catalog management.
The goal is to provide an individual solution for all requirements based on standard components in the form of a grant management software.
It therefore proves to be an advantage that the Grants Suite was developed with the Virtual Software Factory. Individualization requirements are realized in depth and far-reaching via code-based customizing in model-driven development. Maximum or grant context-specific overall workflows and object catalogs are analyzed, modeled, generated and integrated into the grant management software.
- Formulation of the request and input of data.
- Checking for completeness of the application documents. If necessary, preparation of automated demand letters including legally binding transmission (qualified signature).
- If applicable, dialog-based submission of subsequent claims by the applicant and their documentation in the grant management software.
- Dialog-based documentation of the funding decision in a configurable co-signing workflow (any number of people in different functions).
- Application processing and digital delivery of the decision to the applicant. (The required documents are individually stored in the grant management software and delivered with the application data. The templates use advanced text replacement with currently seven variable types. From text or text blocks to tables with individually definable columns).
- Voucher-based accounting: upload and submit vouchers. After verification and determination of funding and instruction of funds (incl. automatic documentation in financial controlling with evaluations in real time).
- In addition to expenditure declarations, appropriation requests that do not require immediate voucher delivery are supported.
- Support for document verification through plausibility mechanisms.
- Automatic compilation of data for the financial proof of use after project completion in the grant management software. The factual proof is comprehensively supported (uploads, mapping of an indicator system).
- Documentation of all audits and any necessary financial corrections as well as digital transmission of the final decision. All financial corrections are kept transparent via separate processes and are explicitly taken into account in the settlement with the funder.
- Audit-proof storage of the completed project or transfer to a connected DMS system. On request, support in controlling the earmarking.
- Automated generation of reports to manage the entire grant program in the grant management software (disbursed funds across all projects, budgeted funds, open funds, etc.).
Workflow configuration
Configuration of central sections of a grant workflow by clicking or by specifying minimum sizes for individual steps.
Data field configuration
By configuring the dialogs and screen masks, data collection can be controlled in a targeted manner and data can be saved, or data collection can be distributed over several dialogs and several workflow steps.
Spending plan configuration
Specification of individual requirements for the collection of expenditure and financing plans in the applications. Flat-rate accounting with automatic calculation is possible, e.g. if an expenditure item or a highly differentiated mapping of different personnel, material and travel costs is required. Users are supported via freely definable calculation aids. Particularly sensitive data can be protected by means of special detailed rights on the user side.
Submission phase configuration
Automated enforcement of individual funding calls and submission deadlines set there. Detailed configuration options are available for different steps of the overall workflow.
Users, organization and customer portal
Distinction between internal and external users in the organizational structure. Internal users are assigned different roles, with each role having different rights. In addition to operational roles, report roles are also assigned. These can be used to specifically control which users are allowed to create which evaluations.
Support by the PASS authorization component for the mapping of unrestricted, multi-level hierarchies with their own authorization assignment and their own administration and deputy functions at each hierarchy level.
Request
All the information required to apply for funding is recorded by the applicant, checked by internal processing, and then processed further. Deliberate support of more complex applications (e.g. for project funding) and clearer applications for natural persons or applications from SMEs. Optional collection of durations, bank details, place of implementation, indicators (planned figures) as well as expenditure and financing data.
Document based billing
Clear tracking of all financial business transactions for and directly with the funding cases. Decisions on supporting documents in the course of submission/settlement are tracked and documented individually. Uploads of documents supporting payments are possible at any time. Sample-based audits are supported. Common customer accounting systems can be connected upon request.
Operations
Employees and customers receive a list of all ongoing processes that have been assigned to them personally. The list can be filtered and sorted as desired. This enables an optimal entry into the work.
Resubmissions
Reminder of the next to-dos of employees and customers. Resubmissions can be defined flexibly at any time.
Versioning
Versioning according to current technical standards. Every change can be tracked down to the data field level. Revisions to an application by customers are immediately visible and do not have to be searched for in the course of the checks.
In addition to historization and versioning, the grant management software guarantees change tracking in the application and specialist procedures as well as user management down to the level of individual data fields. This means that all activities relating to the data can be traced.
Since the grant management software has its roots in the European Social Fund (ESF), the issue of data protection was taken into account from the very beginning of development in order to be allowed to store the sensitive, personal data of participants in accordance with German data protection requirements. The requirements of the DSGVO, e.g. detailed deletion concepts, are mapped in the process.
We work in compliance with ISO/IEC 27001, and the security concepts in development and hosting/operation are based on the following standards and specifications, among others:
- German BSI Standard 200-1 (Information Security Management Systems - ISMS),
- German BSI standard 200-2 (basic IT protection procedure),
- ISO/IEC 27005 (Information technology - IT security procedures - Information security risk management),
- German BSI Standard 200-3 (risk analysis based on IT-Grundschutz) and
- German BSI Standard 200-4 (Emergency Management).
The safety level is based on the standards
- German BSI standard "Guideline for the development of secure web applications - recommendations and requirements for contractors",
- German BSI 2013, ÖNORM A 7700 (Security requirements for web applications),
- OWASP Application Verification Standard (ASVS),
- OWASP Development Guide,
- OWASP Testing Guide and
- OWASP TOP 10 (checklist of the 10 biggest threats to web applications and measures against them).
